Matching purchase invoices with purchase orders

When a purchase invoice is read in, Zenvoices will automatically try to match the invoice with open purchase orders from your accounting package. In this article you will read how this matching process works.

The scan & recognize function of Zenvoices (only applicable for non e-invoices) automatically recognizes invoice lines including quantities, article numbers, amounts, descriptions, prices, references and your order numbers that appear in the document. Based on this information, Zenvoices matches the invoice with open purchase order lines and open receipts of the supplier. These recognized invoice lines are included in the booking proposal. Consult the recognized data to see which data is used for the matching.

If you are not using the Complete subscription (line recognition is not available in older subscription types), the above does not apply. In that case, matching can only be done with a single purchase order. The purchase order number or the customer reference of the purchase order shown on the invoice and the total invoice amount must match the outstanding amount of the purchase order.

E-invoices are first matched in the same way as invoices processed through scan & recognize. If this does not result in a match, the system performs line-level matching with purchase order lines. This matching method requires that purchase order numbers, purchase order customer references and purchase order line numbers or article numbers are specified at line level in the e-invoice. This matching method is suitable for consolidated invoices. The following UBL fields are used:

Would you like to know whether the e-invoices from your supplier are suitable for line-level matching? Our support team will be happy to review the possibilities for you.

If no automatic match is found, matching can be done manually in the booking screen using the button “Select purchase orders”. A period can be entered here, which by default is set to “Past 3 months”. The preference is stored in the browser per user/administration. Recognized purchase order numbers and references are shown as suggestions to quickly select the correct purchase order lines.

Please note: updating the Zenvoices King Webservice is required (version 1.18, requires KING ERP 5.67a1 or higher).

Our recommendation is to only use this functionality when purchase orders are not used. Warehouse receipts cannot be matched automatically (their numbers do not appear on purchase invoices), which means this will never be a fully automated process. Do not use “Select warehouse receipts” and “Select purchase orders” interchangeably for the same supplier.

For KING ERP administrations there is an option, in addition to automatic matching and manual purchase order selection, to manually add booking lines based on warehouse receipts (receipt number). This makes it easy to add multiple booking lines based on the receipt number from KING ERP. The period preference is also stored here. Cost prices are retrieved from KING ERP, without linked purchase order lines.

In the warehouse receipt selection a column is available that shows how many times a purchase order has been invoiced. The values in “Quantity invoiced” are only based on warehouse receipts matched in Zenvoices. Lines invoiced through “Select purchase orders” are not included.

Please note: only the archive in Zenvoices is consulted.

Keywords: purchase orders, purchase orders, matching